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ILL Circulation Policy

Interlibrary Loan

1. The State Library Division (Utah State Library) maintains a collection of general interest books, state and federal documents, and library-related books and periodicals, as well as a small number of audiovisual materials. Most of this material is available for circulation to Utah Libraries and State Agencies.

2. Material in the collection can be located and requested by using the State Library Catalog. If your library or agency does not have Internet access, you may request material by mail:

State Library Division, Attn: Library Resources
250 N 1950 W Suite A, Salt Lake City, UT 84116
or phone (1-800-662-9150), or fax (1-801-715-6767)

All Libraries and Agencies requesting materials will need an access code which allows requests to be placed in the Library’s catalog, and to request materials not in the catalog. To obtain an access code, contact the Interlibrary Loan Program.

3. Material from the collection is normally checked out for six weeks if there are no other requests for it. This includes time for mailing in both directions. The due date indicates when the material should be back in our hands. Renewals can be requested on material through the Catalog, or, if no Internet access is available, by mail or phone (see above), provided there are no other requests for the material. Material may be renewed up to two times for six week each. Material must be renewed before the due date.

4. Material requested from the collection will be checked out for four weeks if there are other requests pending. No renewals are allowed if there are other requests pending.

5. Materials not in the collection may also be requested from the State Library by Libraries who are not members of OCLC and by State Agencies. These requests should be made on the InterLibrary Loan Online System. If no Internet access is available, you may request material by mail, phone, or fax (see 2 above). These materials are subject to availability. The duration of these loans is based upon the policies of the lending libraries. Renewals are allowed on some of these materials but the State Library must be notified before the due date.

6. Your Library or Agency is responsible for all materials requested from the State Library which are loaned from our collection or obtained from another library.

  • You will be notified when materials requested are not available.
  • Please notify us promptly when your library has received and returned materials borrowed, through the ILL online system, or by mail, phone, or fax.
  • Bookmobile Libraries: Please have material shipped to your library for distribution to the patron. This ensures that your library has better control over the circulation of these borrowed materials. Having materials shipped to your library for distribution means that the patron has access to a wider array of materials, as most lending libraries will not loan materials directly to private individuals. This also helps patrons maintain a close link with their local bookmobile library.
  • The borrowing Library or Agency will be responsible for maintaining due care of the materials, requesting renewals, and returning the materials before the due date. Materials loaned from outside of the State Library collection are normally returned directly to the lending library.

7. All materials more than four weeks overdue will be considered lost, and the library or agency will be responsible for the cost of the material, due and payable directly to the lending library, or in extenuated circumstances, to the Utah State Library Division. Payment should be made within thirty days after receiving the invoice for the lost material.

8. Libraries or Agencies with more than 10 items overdue, or any items lost or damaged, will be ineligible to receive additional materials until until they have resolved the situation.

9. Please contact the Interlibrary Loan Program if you have any questions or comments about this policy.

Information for State Agency Employees:

Interlibrary Loan Borrower Registration Form

Material in the collection can be located and requested by using the State Library catalog, available over the Internet, or in person at the State Library. Additionally, the State Library has access to materials from across the country via interlibrary loan. All public libraries and authorized Agency Representatives will need an access code which allows requests to be placed in the library’s catalog, and requests to be made for materials not in the library’s catalog, using the interlibrary loan form.

Persons authorized to borrow materials from the State Library catalog must meet the following criteria:

  • They must file an application with the State Library which indicates the following: their position within the appropriate state agency; their contact telephone number, e-mail address, and mailing address.
  • Their willingness to keep track of materials loaned to them, and to return these materials on time and in good condition; their willingness to return materials made available from outside the State Library, obtained through interlibrary loan, directly to the lending libraries; their willingness to act as representative of their agency or subdivision thereof in the circulation of materials from the State Library.
  • Their awareness of the services provided by the State Library and their willingness to inform others in their agency about these services.

These persons will request materials from the library’s Internet catalog, and/or authorize the circulation of materials to individuals visiting the library. Materials will either be sent directly to the authorized Agency representative for distribution to requesting parties, or held for pickup by persons authorized by the authorized Agency representative.

Material not in the collection may also be requested. These requests should be made on the Library’s ill request form. The duration of these loans is based upon the policies of the lending libraries. Renewals are allowed on some of these materials, but the State Library must be notified before the due date of the material. Photocopies of periodical articles and other material is also available. There may be a charge for these items.

The Agency representative is responsible for all materials requested. Materials more than 4 weeks overdue will be considered lost and the agency representative will be responsible for the cost of the material, due and payable to the other lending party or the Utah State Library Division within 30 days after receiving the invoice for the lost material. Agency representatives with more than 10 items overdue, or any items lost or damaged, will be ineligible to receive further materials until the matter has been resolved. You will be notified when materials requested are not available.

Anyone may use the State Library’s Government Publications materials within the Library, during regular business hours.

Updated December 2011. Policy Approved by the Utah State Library Board July 17, 1998.

For more information please contact:

The Interlibrary Loan (ILL) Program
Email address celbill@utah.gov